Administrative Assistant PT

Hourly Rate / Salary Range: $19.00 - $22.00/hr.

Schedule: Mon-Fri 10am-3:00pm (25 hrs)

General Description:

As an RRCOOC Administrative Assistant, you will assist the Executive Assistant/Manager, its Department Heads. Your responsibilities include providing administrative support across the organization and departments to ensure efficient operation of the office. Support the manager and the department heads through a variety of tasks related to the organization and communication. Responsible for highly confidential and time sensitive material. Familiar with a variety of the field's concepts, practices, and procedures with patients in an addiction treatment facility. Understand the regulations under Office of Addiction Services and Supports (OASAS) and the treatment of our clientele.

The Administrative Assistant must have the ability to effectively communicate in person, via phone, and email. You must ensure that all tasks and duties are completed accurately and delivered with high quality and in a timely manner. You are expected to rely on experience and sound judgment to plan and accomplish goals.

Tasks and Responsibilities:

• Answer, screen and re-direct incoming and outgoing phone calls accordingly.

• Provide basic and accurate information in-person, via phone and e-mail.

• Receive, sort, and distribute incoming mail and deliveries daily to staff members.

• Document and process minutes of meetings for inter-departmental leaders as needed.

• Maintain vendor contact lists for facility and other miscellaneous spreadsheets.

• Initiate and distribute correspondence memos, letters, faxes, and interdepartmental forms as needed.

• Maintain office supplies and inventory; anticipate needed supplies; place orders; verify receipt of supplies for assigned departments.

• Assist accounts payable with ensuring that every leader signs, reviews, and submits expenditure receipts and approves purchase requisitions in a timely manner.

• Coordinate repairs for office equipment as needed.

• Maintains utmost strict confidentiality with all departments and administration.

• Ensure that all sensitive documents are filed accordingly and not left unattended or in plain view.

• Submit Detox and Rehab census to OASAS as needed.

• Collect Client Satisfaction surveys.

• Perform all other Administrative Assistant duties as assigned by Manager/Administration.

Minimum Qualifications:

• Proven admin or assistant experience (1) year minimum.

• High School Diploma or equivalent.

• Must have strong working knowledge of Microsoft Exchange Outlook, Teams, Word, Excel & PowerPoint.

• Must have the ability to fax, copy, scan and distribute interdepartmental documents.

Skills:

• Great customer service.

• Attention to detail and problem-solving.

• Excellent writing and verbal communication.

• Strong at organizing and planning.

• Multitasking and time-management skills, with the ability to prioritize independently.

• Personable & willing to provide support.

• Flexible